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Ecm roadmap v2 0
- 1. ECM Roadmap Maximizing yourEnterprise Content Management investment
- 2. Enterprise Content ManagementServices • Strategy Services Enterprise Content – Business Planning and Strategy Development Management – Business Analysis and Roadmap – Return on Investment (ROI) Analysis – Project Planning – Project and Architectural Assessment • Analysis and Architecture Services – Business and Technical Requirements Analysis – System Architecture and Design – User Experience – Information Architecture (including Taxonomy) – Business Process Analysis and Design • Implementation Services Help clients manage information and knowledge assets – Project and Program Management throughout the entire lifecycle to create business value – Installation and Configuration • Unify content to one centralized solution with focus on – Integrations with Other Systems control and organization – Extensions, Enhancements, Configuration and • Improve decision making through improved access to Customization to meet Unique Needs relevant information – System and Integration Testing • Collaborative workflows with employees, customers, – Training suppliers, and partners – Knowledge Transfer • Multi-channel publishing: print, web, optical, wireless, and syndication
- 3. Managing Content EffectivelyMeans Considering its Full Lifecycle 1 Authoring and Creation 2 Review and Approval 3 Publishing and Distribution 4 Archiving
- 4. Content in theValue Chain… Deviations Deviations Literature Literature Contracts Contracts Collateral Collateral Plans Supply Manufacturing Plans Quality Logistics Messages Marketing Messages Design Design Research & Sales Development Legal InfoTech Proposals Proposals Executive Research Research Service Distribution Requests Requests Documentation Documentation Policy Policy
- 5. Content Lifecycles Acrossthe Enterprise Source / Support & Inception Design & Development Engineering Launch Maintenance End-of-Life Product Lifecycle Expiration & Conception Review & Negotiation Approval Execution Renewal Procurement/Contract/Legal Inspiration Storyboard Development Proof Campaign Promotion Repackage Product Market Collateral Operating Envisioning Planning Developing Stabilizing Deploying Maintaining Replacing IT Development Projects
- 6. ECM Platform Components •All the things that makeup the ECM platform Information Knowledge Digital Lifecycle Compliance Management Publishing Management Document Web Content Digital Asset Collaboration Management Management Management Workflow - Business Records Imaging Process Management Management Portal Email Integration Integration System System Security Platform Hardware Integration Integration Integration
- 7. ECM – Efficiencyin the Value Chain Efficiency Matrix for Content Create Once - Use Many – Almost… Process Enhancement Collaboration Compliance/ Control Optimization Consolidation Asset Execution
- 8. ECM Roadmap ECM Roadmap Exits Approaches Visioning 5-10 days Tactical 3-6 weeks Strategic 2-4 months
- 9. Staffing Enterprise Content Strategies Plan • People & Skills Planning, Zoning Utility Plan & Conservation Architecture • Infrastructure & Sizing • Taxonomy / Classification • Detailed Analysis & Prioritization • Usability Topographical Analysis Organizational Plan • High level opportunity strategy • Change Management Plan Compliance & Enforcement • Governance & Standards
- 10. Roadmap Objectives • Educate and Inform • Benchmark for Future Vision – Assist in stimulating understanding – Industry Trends – Business Value Identification and – Best Practices Definition – Segment Similarities – Prepare for Organization Change – Organizational Objectives – External Factors – Regulation, • Assess Current Situation Compliance, Competition – Existing ECM capabilities – Current system processes • Plan – Business Needs/Requirements – Infrastructure Architecture – ECM Foundation – Support – Project Portfolio
- 11. Roadmap Approach –Step 1 Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment Roadmap Organizational Awareness • Establish Foundation • Organizational Structure – Confirm Executive Goals and – Existing Capabilities Support – Important Business Functions – Project Goals – Target interviews, schedules – Teams and Individual Roles and work sessions • Communication of effort – Stakeholders and Participants – Solicit Broad Organizational Input
- 12. Roadmap Approach –Step 2 Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment Roadmap Organizational Awareness • Assessment Methods • Assessment Components – Questionnaire – Business Objectives & Opportunities – Interviews – Sponsor, Functional – Business Process Flows Domain Experts, IT Business – Content Assets Partner, IT Technical – Costs – Research – Systems and Capabilities – Functional and IT Skills and Bandwidth – Organizational Learning Styles
- 13. Roadmap Approach –Step 3 Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment Roadmap Organizational Awareness • Refinement of Potential & Future Needs • Integrated View – Prioritized Significant Initiatives - – Opportunities for Greatest Business Identification of strategic potential Value projects – Commonality and Standardization – Enterprise Process Analysis – Classification and Taxonomy – Topical Analysis – Collaboration and workflow process • Future State Definition – Document/Assets – Gaps, Direction, Sources, structure, classification – Processes – Synergy, Information Lifecycle, Workflow, Archival – Architecture - Platform, Gap
- 14. Roadmap Approach –Step 4 Define Objectives, Critical Current State Future State Develop ECM Success Factors and Vision Assessment Roadmap Organizational Awareness • ECM Roadmap and Timeline • ECM Component Development cont. – Prioritized based upon criteria – Budget and Staff plans – Project component implementation plan – Project Implementation plans – Project Plan for first phase of – Architecture implementation – Organizational Structure – Outline roadmap for enterprise – Draft architecture and infrastructure deployment requirements • ECM Component Development – Budget estimates – Executive Summary – Cost justification – Benefits of ECM for your company – Governance
- 15. ECM Roadmap Components •Content Management Strategy • Content Organization – Business Planning – Library Services/Digital Asset Management – ROI Analysis – User Interface: Desktop/Webtop – Project Planning – Rendition Control • Architecture – Auditing, Tracking, Reporting – Taxonomy – Review, Approval Cycle – Workflow/Process Flow – Security/Confidentiality – Information Architecture • Technology Platform – Collaboration – Installation/Configuration – Content Publishing/Distribution – Integration – Security Model – Customization
- 16. Benefits to yourOrganization • Value – Rapid time to value – Rapid transition into implementation – Identifies future ECM initiatives • Consistency – Plans for Content sharing across the enterprise – Standardization complies with regulatory and company policies – Reduces duplicate efforts by introducing reusable processes and other ECM assets – Aligns ECM investments with company objectives • Resiliency – Facilitates system flexibility to organizational change – avoid brittle ECM processes • Security – Secures and controls intellectual property and other confidential information – Reduces threat of legal and regulatory risk
- 17. Critical Success Factors– ECM Overall • Business Involvement is an Absolute Requirement – Identification of Champions – Effective and frequent communication – Support for Organizational relearning • Enterprise view/approach is important – Institutionalize & Evangelize ECM • Departmental/Business Area must be aligned with the Enterprise Plan – ECM must operate as a single cohesive initiative • Disciplined Deployment • Must address volume needs • Ongoing Evaluation
- 18. Critical Success Factors– Project by Project • Ease of use • Frameworks and delegation • Effective classification • Cross-pollination • Rapid access • Security and access control • Alignment with key processes and • Judicious use of standards applications • Reliability of information • Effective change management • Creating a culture of sharing
- 19. Example Projects • MedicalDevice Company • Biotech/Small Pharma • Commercial Insurance Provider • Consumer Device Manufacturer • Retail Banking & Financial Services • Retail Sales
- 20. •Consolidation •Optimization ROI – Areas of Opportunity •Collaboration •Compliance/Control • Project Portfolio – Streamlined project implementation – better budget planning – Opportunity Driven • Cycle Time Reduction (10-70% faster) • Reduced effort Overhead/Transaction Cost (Reduce Transaction cost by 20-60%) • Compliance – Risk of audit/regulatory finding/fine (Cost Avoidance – Risk Adjudication) • Improved Response/Success Rate Improvement in Revenue (Add 2- 7% process revenue)
- 21. •Consolidation •Optimization ROI – Areas of Opportunity •Collaboration •Compliance/Control • Corporate Center of Excellence/Project Office – Development and Deployment Standards • 65% reduction in tiered deployment after the first system • 35% reduction in design effort – Standardized Development – Shared development (25% Project Cost Savings) – Shared Resources – Consolidated Mgmt & Support (40% Overhead Reduction) • Governance – Reinforcing Best Practices – Standardization – (Reduced project overhead 25-60%)
- 22. •Consolidation •Optimization ROI – Areas of Opportunity •Collaboration •Compliance/Control • Marketing Collateral • Service Organization – External Services Reduction – Edit – Facilitation of Member Services and Publish in house (reduced effort, document retention) – Reduced Cycle Time • Process Optimization – Dual Publication – Print & Web – Repository, Search, Workflow & – Compliance Collaboration • Product Development – Improvements (10-70% cycle time reduction, Parallel work) – Collaboration – Control and Business Process – Design Change Management Reinforcement • Supply Management – Contract Workflow, Retention (reduced cycle time
- 23. Where to Start? • What level is right for your Organization – Vision, Tactical, Strategic • Assess your current state of readiness – Consider Enterprise wide opportunities that can return initial High value/High Impact/Quick ROI – Determine your ability to support the roadmap process financially and organizationally • Preparation – Identify sponsors, stakeholders and participants – Advise/communicate plans for the roadmap – Allocate sufficient time for discovery and education – Determine existing technology plans that may integrate or obstruct • Progress towards Business Alignment – Adjust Roadmap Strategy to address organizational issues including barriers for adoption